In every business, employees get paid on specific payroll periods, be it daily, weekly, bi-weekly, semi-monthly, or monthly. However, there are cases where employers need to generate a special payroll run or an off-cycle payroll generation (ie payroll adjustments or bonuses) where an employee would have a separate payslip.

We’d like to introduce you to PayrollHero’s Off-Cycle Payroll Generation. Within this feature, a PayrollHero Admin would be able to generate payroll with a separate payslip outside the usual pay period.

This is currently on its initial release (phase 1) that is only available for 1 specific payment. We’d love to hear your feedback. Please contact support@payrollhero.com to activate this feature.

How to set up your Off Cycle Payroll Generation

Contact PayrollHero Support to enable the Off-Cycle Payroll Feature.

• You can set a specific name for your off-cycle payroll. (e.g Adjustment Payrolls, 13th Month Payrolls, Special Run Payrolls)
• Once your Off Cycle is enabled, the usual payrolls generated for your employees will be put under the “Regular Payrolls” page. See screenshot below:

• Login to your PayrollHero account. You must be an admin with access to the payrolls to generate and set up the off-cycle payrolls.
  
• Go to Settings

• Click on Payment Templates under the Finances category

• Choose which type of payment template. Payment templates are needed for the system to know the setting of the payment that you’ll be giving to the employee. Be it a bonus, an adjustment, a deduction and so on… (See screenshot below)

• Create and set up the payment template. See sample set up below:

• If the payment is paid to the employee, use CREDIT
• If it is going to be a deduction, use DEBIT
• If the payment is taxable, use GROSS
• If it is non-taxable, use NET
• Select the positions of employees who will be using the payment.
• Click on “Create” once done.

Congratulations! You have created a payment template that will be used for your off cycle payroll generation.

How to generate an off cycle payroll?

1. On the Employee tab
2. Click on the Employee List
3. On the drop-down menu, select the “Generate off-cycle payroll” option.
4. Select the employees whom you need to generate an off-cycle payroll
5. Click on “Do it” button

• A pop up will show asking the date to when you will pay out the generated off-cycle payroll. In other words, this is where you’ll set the “payout” date of the off-cycle payslip.
  
  NOTE: If generating an Offcycle payrolls for the current date or past date. Make sure attendances are published. If the attendances are not published, it won’t show amounts you uploaded. Our engineers are currently fixing this case.
  
  Example: If today is the December 3, 2020, and employees has attendances 7 days prior today, you must publish the attendance to be able to generate the Offcycle payroll for today.

• Once you selected the payout date, click on “Do it” and it will then redirect you to a page where you can download the file to add the amounts of the payment you want to payout. See screenshot below:

• Step 1 is to download the XLS file by clicking on “Download Update File”
  • The system will export the payment template XLS file like the screenshot below.
    
    NOTE: Please do not change the EID and Employee number. Our engineers are currently fixing this but the spreadsheet will still recognize the profile once it is uploaded on the system.

• The name of the XLS file will be something like
  “payrollhero account name_name of the off-cycle payroll_date to when you exported the XLS file.xls” (ie payrolltin_offcycle_2020_02_11.xls)
  • EID is the unique payrollhero ID. It is the number you see on the URL of a specific employee profile. Do not delete this.
  • Name is the employee’s name on your PayrollHero account.
  • Employee Number is the employee number given by the employer.
  • The position is the employee’s position on your PayrollHero account.
  • The amount is where you can type the amount of the payment that the employee will get.
  • Payment Date is the payout date. This will show on the employee’s off-cycle payslip.
    
    • NOTE: If generating an Offcycle payrollsfor the current date or past date. Make sure attendances are published. If the attendances are not published, it won’t show amounts you uploaded. Our engineers are currently fixing this case.
      
      Example: If today is the December 3, 2020, and employees has attendances 7 days prior today, you must publish the attendance to be able to generate the Offcycle payroll for today.
      
• Once you have added the amount, save the file as XLS or XLSX and then go back to the Off-Cycle upload page. 
• On Step 2, there will be 2 drop downs.
  • The first dropdown is to select the payment template you created. This would tell the system the payment settings for the off-cycle payroll generation.
  • The 2nd dropdown is to select which off-cycle payrolls page you would like the payment to be placed under (this is if you have multiple off-cycle payrolls – ie 13th month, adjustments, special runs)
• On Step 3, choose the file you just saved and click on “Upload”
  
• It will redirect to the Employee List page and on top, a green message will show saying the file you uploaded is being processed and an email will be sent once done to the one who has uploaded the file.

• Once the off-cycle file has generated, the email notification will look something like this screenshot below:

• Links included on the email redirects to the off-cycle payrolls info page on the system. It will look something like this:

• We’ll be changing the URLs to its shorter and direct link on our next feature update.
  
  
• Go to the Payroll tab, click on the “Off-cycle Payrolls” page, you will then see the off-cycle pay out dates.

• Click on the gear icon and then click on “Details”
• You will then see the list of employees who has off-cycle payrolls generated with the payslip:
  

• Clicking the “Payslip” link opens the PDF of the off-cycle payslip.
• If the payslips are all good, you can then click on “Publish (send payslips now)”

• Once the payslips are published, it sends out an email that tells the employee that the payslip is ready and the link that redirects them to their PayrollHero account:

Off Cycle Payslip Samples

Classic Payslip Template

Modern Payslip Template

Statement Payslip Template

That concludes the ‘PayrollHero Off-Cycle Feature’ article.
If you have any further questions, please send us a message on our requests page at 
support@payrollhero.com – we’d be happy to help.